This process is intended for Ohio State Marion faculty and staff planning Ohio State Marion events and activities.
Ohio State Marion hosts a wide range of events and activities throughout the year. This process helps maintain awareness of activities across campus, identify potential scheduling or space conflicts, encourage early planning and coordination, and preserve useful campus event information for planning and reporting.
Not every meeting or activity requires an Event Request. Follow these six simple steps to reserve your space, receive approval, and successfully plan your internal event.
Check your proposed event date for potential conflicts.
This takes you directly to the Internal Campus Event Calendar in Smartsheet.
You will need to create a Smartsheet account if you do not already have one.
Use your Ohio State credentials to log in to Smartsheet when accessing the Internal Campus Event Calendar.
Before selecting your event date, review the Internal Campus Event Calendar for other events already scheduled that day.
Consider potential conflicts such as:
Events with a similar audience
Campus-wide activities
Major academic events
Parking or resource needs
Duplicate entries
If you identify a potential conflict, consider an alternate date or time. You may also reach out to the event owner of the conflicting event to determine whether the events can successfully occur at the same time or whether there may be an opportunity to collaborate.
🕓 Check Outlook to Confirm Space Availability
All indoor and outdoor reservable spaces at Ohio State Marion can be reserved directly through Outlook (desktop or web app).
Use your own Outlook calendar to check space availability:
Open your Outlook Calendar.
Select New Meeting and enter your date and time.
Add the room to the meeting.
Select Scheduling Assistant.
If the room shows as free, it is available.
Important: An available room does not mean your event is approved. Continue to Step 3 to determine whether an Event Request is required and, if applicable, submit your request for Dean's Office review.
Before moving forward with your event, determine if an Event Request is required.
❌ NO — Skip the Event Request
You do not need to submit an Event Request if:
Your event is specific to your department, office, program, committee, class, or other limited internal group and is not open to the broader campus community.
No community members or external guests are attending.
→ Continue to Step 4: Coordinate Your Event
✅ YES — Submit an Event Request
You need to submit an Event Request if any of these apply:
Your event is open to the campus community
Community members or external guests are attending
Your event is at the Downtown Engagement Hub
Your event is an Ohio State Marion event held off-site
Please allow 24–48 hours for Dean’s Office review.
⏰Is your event after hours?
If your event takes place outside regular building hours (8:00 a.m.–5:00 p.m.), you must submit a Facilities Work Order immediately after submitting your Event Request.
Do not wait for your Event Request to be approved. Facilities requires 45 days’ advance notice to schedule overtime staffing. If your event is not approved or is canceled, the Work Order can be canceled.
Once your event is approved, you can begin coordinating the details.
As the event owner, you are responsible for coordinating the space, services, communications and support needed for a successful event.
📋Use the Event Planning Toolbox for campus resources, contacts and guidance to help you coordinate your event needs.
Remember: Event approval does not automatically arrange services or support. Be sure to coordinate any applicable needs in advance using the resources provided in the toolbox.
Before Moving to Step 5
Make sure you have:
Confirmed and reserved your event space
Submitted applicable requests from the EVENT PLANNING TOOLBOX above.
Followed up on any other requirements included with your event approval
Everything Set?
Continue to Step 5 — Send Your Calendar Invitation
📣 Keep attendees informed and campus calendars up to date.
If your event is canceled, rescheduled or moved, the event owner is responsible for updating the event information and notifying the appropriate individuals and departments.
Be Sure To:
Update or cancel the Outlook invitation so attendees receive the change.
Notify Chris Deel at deel.26@osu.edu so the Internal Campus Event Calendar can be updated.
Notify Wayne Rowe at rowe.31@osu.edu if your event appears on the external web calendar.
Release your reserved space if the event is canceled or moved to another location.
Notify supporting departments of the change, including Marketing & Communications, Facilities, IT/AV, Security and Catering, as applicable.
If You Are Rescheduling
Before confirming a new date:
Check for event conflicts — repeat Step 1.
Check space availability — repeat Step 2.
Once confirmed, update your calendar invitation and event support requests with the new information.
Remember: Keeping event information current helps prevent scheduling conflicts, releases spaces and resources for others, and keeps our campus community informed.